Advance Accounts Payable Training

State of Indiana

Instructor: Gerri Williams12-3-2014

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Ground Rules...

• Please be on time• Put cell phones on vibrate• Forget about the “office”• Stay focused on “Learning the System”

– No reading of emails• Ask questions• Limit sidebar conversations • Respect others

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Topics for Discussion

• Resource Information• Pagelets• Vendors• Voucher Dates• Exceptions• Vouchers• PO Receipts• Credit Vouchers• Interunit/Intraunit• Approvals• Reports/Queries• Troubleshooting & Other Tips

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Are there any question???

Chapter 1

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Resource Information

• Encompass Website – Training Documentation, Internal Controls, State Board of Accounts Manual, Town Hall Presentations, etc.

• AOS Portal – Pay Dates, Vendor Information, Forms, Alchemy, etc.

• IDOA Website – Training Classes, QPA’s, etc.

• Ticket Submission – PeopleSoft Menu, Log in Page, HelpDesk (317-234-HELP)

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Training Materials

All Materials are available on the ENCOMPASS website at:

– ENCOMPASS Documents > Training Documents > Accounts Payable

– https://myshare.in.gov/sba/encompass/default.aspx

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AOS Information

– AOS Reference Information visit:

http://auditor.in.gov/• Accounts Payable > Information

– From ENCOMPASS navigate to:• Accounts Payable > Auditor of State Portal

Chapter 2

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Pagelets

• Setting up Pagelets- Personalize

- Content- Message

- Layout

• Issues– Accounting Date– Scheduled Due– Doc Tol Status– Budget Status– Posted

• Approvals- Pending- AOS Approved- AOS Paid

Chapter 3

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Vendors

• Vendor Holds

• Vendor Dates- Last Modified Date- Last Activity Date- Location Effective Date

• No Auditor of State– Address (New Vendor Form needed)– Location (Use Remit’s only)

• Vendor Conversations• Vendors>Vendor Info>Maintain>Conversation

• Vendor Search• Vendor>Vendor Info>Add/Update>Review Vendors

(#50081 & #53170)

Chapter 4

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Voucher Dates

• Voucher Summary– Created

– Modified

• Closed

• Related Documents– Payment

– Purchase Order

– Receipt

Voucher Dates - continued

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• Invoice InformationInvoice DateAccounting DateReceived DateBudget ReferenceBudget Date

•Payments–Scheduled Due Date

–Pay Terms

–Payment Date

–Payment Reference

Chapter 5

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Exceptions

• Document Tolerance- Review and Handle Accordingly- Override

• Budget Checking- Review and Handle Accordingly

• Voucher Posting- Recycled

• Bad Chartfields• Out of Balance

- Accounting Date out of Period

Chapter 6

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Vouchers

• Unpost Voucher– Accounting Period

• Close Voucher– Notes

– Accounting Period

– PO Receipts

– Close & Post to General Ledger

Chapter 7

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PO Receipts

• Copying- Receiving Unit- View All Link

• Detaching PO Receipt- Do Not Close Voucher With PO Receipt

Attached- Voucher Must Budget Check Prior to New

Receipt Being Attached

Chapter 8

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Credit Vouchers

• Voucher Fields– Vendor Number

– Vendor Address

– Vendor Location

– Handling Code

– Separate Payment

• Purchase Order Voucher– Encumbrance

• Pickup for Payment– Next Voucher to Vendor

– Pay Terms

Chapter 9

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Interunit/Intraunit Vouchers

• Interunit – Charging other Business Units

– Distribution Field

– Approvals

• Intraunit - Charging other Chartfields with the same Business Unit

– Distribution Field

– Approvals

Chapter 10

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Approvals• Regular Vouchers

– SOIAP008 Query

– Deny

– Approve

– Transmittal

• Multiunit Vouchers– Deny

– Approve

– Transmittal

• What to look for– PO and Receipt fields are populated – Chartfield values are correct– Dollar amount is correct– Invoice Date– Description field on the invoice line is populated– Vendor information and the Remit to address is correct

Chapter 11

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Reports & Queries• SOIAP008

– Very Voucher Entry Correct

• SOIAP008A– Short version of SOIAP008– Pagelets

• SOIAP_Payments– List all Paid Vouchers Within A Particular Time Frame

• Document Status– Voucher– PO Requisition

• Review Accounting Lines– View Accounting Entries Created

• Others …– Accounts Payable>Review AP Info>Vouchers>Vouchers (#101307232)

– Accounts Payable>Review Accounts Payable>Payments>Payment (#005486275)

Chapter 12

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Troubleshooting

• Voucher Not Paying– Vendor on Hold

– No Auditor of State Payment

– Voucher Exceptions

– Not Posted

– Recycled Voucher• Out of Balance• Bad Chartfields

– Approvals Not Meet

– Schedule Due Date

– Levy

– FlowChart Cleanup

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Are there any questions???